Lund University Libraries Head Office Collection Management & Development and End User Access: Managing the transition from Print to Digital – Towards the Hybrid Library and Beyond Temamöte: Samlingsutvikling i digitale tider, Oslo Universitets Bibliotek, Lars Björnshauge, Lunds Universitets Bibliotek

December 2003Lars Björnshauge Outline of presentation The new Decentral Library Structure Collection Development & Management - before & now The Hybrid Library and beyond Organizing end user access

December 2003Lars Björnshauge Lund University Founded in 1666, located in the southernmost province of Sweden, Scania Among the oldest and largest in Scandinavia Campus at several locations: Lund (main campus), Malmo, Helsingborg and more Multidisciplinary: 7 faculties + several research centres +35,000 students, +3,000 doctoral students, +6,000 employees

December 2003Lars Björnshauge Library Structure before the changes University Library, central (main) library, UB1 and UB2 Cultural heritage collections, legal deposit Library services for the faculties based on contracts +/- 90 department libraries funded and operated by faculties/departments huge differences in service levels University Librarian and Library Board had only authority over University Library, but not over department libraries

December 2003Lars Björnshauge The Drivers for change: Specific Dissatisfaction espressed by faculty leaders (deans etc.) towards the central library services and the (lack of) development of digital library services Widespread development of decentral (faculty/departemental) library services Demands for more up-to-date and cost efficient library services and for university wide solutions.

December 2003Lars Björnshauge Primary goals of a New Library structure Implementation of minimum service levels (standards) for libraries Development of digital library services Cost efficiency & transparency Focus on the needs of students

December 2003Lars Björnshauge Important features of a new structure Establishing the library structure as a network of libraries. Faculties, departments & research centers operate and fund libraries in their specific area. The University as such funds the Head Office and the University Library (central funding)

December 2003Lars Björnshauge The new structure Lund University Libraries as a network of libraries +/-25 Faculty or Department libraries University Library: Cultural heritage, special collections and deposits Library Head Office: management and coordination of the network of libraries, development of the digital library

December 2003Lars Björnshauge Faculty and Departemental Libraries Provides the basic library services to researchers, teachers and students Are operated and funded by faculties, departments and centers Standards apply for libraries….

December 2003Lars Björnshauge Standards for Faculty or Department Libraries in the Network All relevant library services avialable Opening hours (min. 36 hours) Collections are catalogued in the OPAC Library educated staff (min. 3,0 FTE) Adequate work facilities for students Own (Faculty/Department) Library Council Own budget (staff, acquistions etc.) Own web-site

December 2003Lars Björnshauge Centrally funded units Library Head Office Management, infrastructure, digital library services and development University Library: Cultural heritage, special collections, Swedish imprints, deposits and services generated from these collections (central funds are deducted from the funding that goes to the faculties – taxing!)

December 2003Lars Björnshauge The Library Head Office is the unit for management and coordination of the new network of libraries, operates the library automation system & operates and develops digital library services, runs competence development programs Library IT-development projects 35 FTE (whereof 20 FTE centrally funded)

December 2003Lars Björnshauge Division of responsibilities A Library Board: policymaking, standards etc. A Library Council (heads of faculty/ department libraries): advicing the Director of Libraries The Director of Libraries: responsible for the library services in general Library Head Office – executive unit: infrastructure & coordination

December 2003Lars Björnshauge The outcomes so far Increased commitment from the faculties to library issues Away from the customer-supplier relation between faculties and libary management. Faculties are library operaters themselves! Library Services are on the agenda everywhere

December 2003Lars Björnshauge Specific problems in the reorganization process Such a reorganization generates a number of issues to deal with: downsizing university library operations creates stress and tensions reallocation of staff (+40 FTE staff have been reallocated) competence development in high demand reallocation of funds

December 2003Lars Björnshauge Specific issues in a decentralized environment faculty/department libraries want an independent profile and specific visibility – autonomy! the funders want efficiency! common guidelines, standards and rules (decided by the Library Board) are needed – however these can only be implemented if they are born in a climate of debate, consultation, involvement and negotiation

December 2003Lars Björnshauge Areas where problems have been encountered Library Web-sites: how much autonomy in design, layout and presentation? Classification, subject presentation: General library services to replace manually maintained journal lists, subject gateways etc.

December 2003Lars Björnshauge Collection development & management before the reorganization Lack of coordination Each unit took care of collection management based on their own specific needs This might work in a non-digital environment But: in an emerging digital environment there is a strong need for coordination

December 2003Lars Björnshauge Problems in the old structure – acquisition of monographs Acquisition of monographs: to a large extent outsourced from the faculties to the subject librarians at the university library(ies) Missing links between the needs of the users (and funders!) and the actual acquisitions Faculties building own collections to compensate the lack of adequate collection development

December 2003Lars Björnshauge Problems in the old structure – subscription to databases Insufficient central funding for general resources (i.e. encyclopedias, reference works, multidisciplinary databases etc.) Lots of different funding models for databases: One faculty, two faculties, three or more faculties No clear policy as to access Makes life difficult for end users!

December 2003Lars Björnshauge Problems in the old structure – subscription to journals Very few agreements with publishers (package deals) – different funding models here as well Hundreds of Dubble/triple etc. subscriptions Bundled subscriptions – but electronic access not activated or only activated for the subscribing unit Uncontrollabels Several subscription agents operating

December 2003Lars Björnshauge Problems in the old structure – summary Lack of overview of spending Unsufficient funding for general resources No explicit policy for access Department, faculty or campus wide Lack of decision making information as to the potential benefits of package deals But: Room for improvements!!

December 2003Lars Björnshauge Collection Development & Management in the new structure Goals, Principles & Policies Acquisition of monographs and course material (print) Digital library resources (databases, journal package agreements, e-books etc.) Subscriptions to databases Subscriptions to journals Administration of journal subscriptions

December 2003Lars Björnshauge Goals: Promote end user influence by involving library committees and faculty/department librarians (subject specialists) Value for money - Create synergy – 1+1=3 - Much more for a little bit more! Facilitate remote access Reduce duplicates & uncontrollabels Reduce handling costs

December 2003Lars Björnshauge Principles & Policies Digital resources are general resources – thus central funding should apply University wide access Journals: electronic versions where possible Promote Open Access resources and university based publishing

December 2003Lars Björnshauge The primary challenge: Managing the transition from printed to digital information Handling the reallocation of funds How to convince the faculties that more central funding (taxing!) should go to general digital library resources The answers: Faculties have influence on the selection Transparency in funding Easier access to more information resources

December 2003Lars Björnshauge Collection Development & Management Responsibilities of the Head Office Responsibilities of Faculty & Department Libraries Involvement, Negotiation and Selection Library Councils (Faculty/Department level) Committee for Digital Resources Funding

December 2003Lars Björnshauge Acquisition of monographs and course material Responsibility of the faculty/department libraries. Paid by faculties/departments. Decided by the library councils at faculties/departments (end user involvement) Handled by the faculty/department libraries

December 2003Lars Björnshauge Digital library resources (databases, journal package agreements, e-books etc.) Decision making/selection: Responsibility of the Committee for Digital Resources (1 member appointed by each faculty) Funding: centrally

December 2003Lars Björnshauge Subscription to databases: Selected and decided by the Committee for Digital Resources Centrally funded. Managed by the Head Office: supplier contacts, access management, authorization, payments, local help desk etc.

December 2003Lars Björnshauge Subscription to journals: Electronic subscriptions are the rule as a matter of policy Electronic journals in package deals are subject to central funding Subscription to printed journals are paid by the faculty/department

December 2003Lars Björnshauge Administration of journal subscriptions: The Head Office takes care of: management, administration, communication with subscription agent, payments etc. Activating electronic access to bundled subscriptions are handled by the Head Office Faculty/department libraries takes care of print journals: Issue handling and claims 1 (one) Subscription Agent (mandatory)

December 2003Lars Björnshauge The outcomes so far: Huge increase: in central funding for digital resources in subscriptions to electronic journals Considerable reductions in print subscriptions, duplicates and uncontrollabels Increased commitment from the faculties for the (digital) library services Increased awareness as to problems in scholarly publishing and of the importance of Open Access

December 2003Lars Björnshauge Central funding for digital library resources ,000 Euro 20021,500,000 Euro 20031,900,000 Euro ,000,000 Euro

December 2003Lars Björnshauge There are problems here as well Selecting digital resources: Making priorities There are limits for central funding So far the big deals have got priority But the era of the big deals is running out – what then?? E-books are coming in

December 2003Lars Björnshauge Journal packages ACM American Chemical Society American Institute of Physics Annual Reviews ASCE ASME B.E. journals in Economic Analysis & Policy B.E. Journals in Macroeconomics BioOne Blackwell Synergy HHS+STM Cambridge University Press Cell Press Financial Times Harcourt Health Sciences Institute of Physics JSTOR Karger Kluwer MCB Emerald Nature Academic Journals Oxford Online Project Muse PsycArticles Sage Science Direct Science Online STKE Springer Telford IEEE/IEE Electronic Library Online

December 2003Lars Björnshauge Changing the organizational setup Integration of collection development and access strategies Re-engineering internal & external processes Reallocating resources from selecting & processing print to handling digital resources Reallocating staff

December 2003Lars Björnshauge Staffing – Human Resources Developing competencies – new staff mix Working with attitudes & cultures Selectors and cataloguers Licensees, negotiators, metadata experts, software engineers The need to understand the technology that underpins the information products and the industry cannot be overemphasized Facilitate the path of the end user

December 2003Lars Björnshauge and there is more… Beyond Library Services Changes in the proximity of academic libraries: Changes in how research is conducted, communicated etc. Changes in teaching & learning More focus on evaluation, performance, outcomes and competition

December 2003Lars Björnshauge ”New” land?? Technology & portability of content provide new opportunities Integration of content & services in the core processes – research, teaching & learning Collaboration: new services developed in collaboration with researchers, teachers & students

December 2003Lars Björnshauge The ”new” areas for supporting core university processes Communication technologies and digital content offer new opportunities for: Supporting research Supporting teaching & learning Supporting institutional knowledge management

December 2003Lars Björnshauge Supporting research Disseminating research output OAI-MHP Archiving research output E-Print, Dspace etc Research Evaluation support: Bibliometrics, Bibliomining (prof. Wormell) Marketing the department, the university Facilitating changes in Scholarly Communication

December 2003Lars Björnshauge Scholarly Communication Working with the university researchers editors & referees learned societies Engage in and provide electronic publishing opportunities

December 2003Lars Björnshauge Institutional repository LU res

December 2003Lars Björnshauge ScieComSRC

December 2003Lars Björnshauge DOAJ is hosted by: DOAJ is supported by: Open Society Institute SPARC

December 2003Lars Björnshauge Supporting teaching & learning The changes in educational processes & technologies Problem based learning Distributed, distance & e-learning ICT-based learning Managed Learning Environments

December 2003Lars Björnshauge Supporting teaching & learning Information literacy Integration of LIS in Managed Learning Environments Developing tools to facilitate cooperation/collaboration betw. teachers & librarians Contribute to development of teaching & learning

December 2003Lars Björnshauge Supporting information infra- structure & knowledge management Operating IT-network & support Developing modern IT-environments Developing & operating university web-services Organizing, archiving and disseminating information about the university, its research, education etc.

December 2003Lars Björnshauge Strategic issues for libraries – the agenda for the near future Reorganization/Reallocation Staff competencies Cooperation & collaboration Scholarly Communication Dependence – Independence

December 2003Lars Björnshauge Requirements Management: Re-organization Re-allocation Re-orientation Staff Qualifications Technology literacy (prof. Varis!)

December 2003Lars Björnshauge Additional skills required Meeting new challenges with new skills: good pedagogic skills practical knowledge of computing Understanding: technologies and the potential in these digital information products, the legal issues etc. impact of technologies on research, teaching & learning users (especially the new generation of users)

December 2003Lars Björnshauge Staff competencies in support of teaching & learning Serving distance learning (teachers & students) requires technical competence More focus on pedagogical credentials. Understanding of the learning process important as well

December 2003Lars Björnshauge Cooperation/collaboration Where to put the focus? Working with libraries, the library community the publishing/information industry the university the research communities the educational communities

December 2003Lars Björnshauge Scholarly communication Initiate, support and engage in new activities in scholarly communication: Intellectual Property Rights issues Low barrier technologies Institutional Repositories Open Access publishing

December 2003Lars Björnshauge Dependence/Independence Portals, Linking Applications etc.: All our eggs in the basket of the industry?? Targetting the end users The industri will potentially bypass the brokers and traditional intermediaries Inducing market economy at the level of individual user (after the Big Deals??)

December 2003Lars Björnshauge Transformation of the roles of the library From collection building & management to facilitation of research, teaching & learning by changing our workflows adapting technologies, integrating information resources, developing new services, building stronger relations to researchers & teachers supporting changes in scholarly communication

December 2003Lars Björnshauge Organizing end user access The problems: Numerous databases and journal providers – numerous interfaces Several thousand e-journals difficult to find (Especially in a decentralised library system) Portals provided by subscription agents and journals publishers are not invented primarily to accomodate end user needs but more to generate their business.

December 2003Lars Björnshauge New challenges for libraries Publishers plan to disintermediate libraries Publishers want to control user behaviour Publishers want users to be dependent on their own brands Researchers want access to information without intermediaries Libraries run the risk of being regarded only as passive links in the information chain Do we need libraries?

December 2003Lars Björnshauge Branding End users exposed to publishers and aggregators the publisher trap library bypass individualization ”Free on the internet” Who pays?? Gaining control??

Springer Elsevier Wiley EbscoKluwerMCB Publisher trap? A publishercentric vision

December 2003Lars Björnshauge Finding information Library branding very important users often believe that full-text e-journals are free on the Internet! users should understand that they are using the library´s services and resources We want to brand our services and promote Open Access resources

December 2003Lars Björnshauge Integration Too many different services Too many different interfaces Too much redundancy/overlap How to promote/integrate Open Access material? Portals, Linking Software Adapting commercial software or develop applications ourselves

December 2003Lars Björnshauge Personalization The need for taylored library & information services Towards the one stop shop even for TOC- alerts, SDI-alerts, MyLibrary etc. Fitting in with the research & educational processes Courseware – Managed Learning Environments Reference management, CV`s etc.

December 2003Lars Björnshauge User Training Numerous interfaces Information literacy Fighting existing habits, the Google- syndrome On-line tutorials In the digital library environment: more user training than ever

December 2003Lars Björnshauge Organising end user access The goals: Integration of all services Development of personalized services Branding of library services Principles: Single sign on – automatic authentification – one login/password to all resources Remote access

December 2003Lars Björnshauge Integration of Library Services – Towards the one stop shop OPAC –printed collections Databases, encyclopedias, reference works Electronic journals Open access resources Journals E- & preprint archives, institutional repositories Subject gateways – recommended quality web resources

December 2003Lars Björnshauge Our answer to the demand for the one stop shop - a library developed interface to hybrid library resources

December 2003Lars Björnshauge  Librarians are navigation experts  We can offer efficient and user- friendly navigation tools, alias search interfaces  integrates data from publishers, databases, Open Archives with quality web resources, the local OPAC and document delivery services

December 2003Lars Björnshauge - Electronic Library Information Navigator Advantages for end users: One interface for all content Cross search documents from multiple sources – free or licensed Document delivery services for documents not available in Full Text ToC alerts and SDI´s Integration with reference management tools

December 2003Lars Björnshauge - Electronic Library Information Navigator  Advantages for librarians:  Enhancing availability and visibility of scientific literature  Increasing e-journal cost efficiency – Usage is boosting  Administrative functions/Management tools: Customization, Statistics, Collection Management, Budgeting, Marketing Subscription administration functionalities

December 2003Lars Björnshauge Personalization in TOC-alerts SDI-alerts from databases, journals etc. ”My Library” Recommended resources – selected by subject librarians Add your personal favourites Users register at one site for all alerts

December 2003Lars Björnshauge - Electronic Library Information Navigator Contents (November 2003) +14,000 journals, whereof +7,500 journals with metadata (cross searchable on article level) +12,000,000 records E-print archives, Databases

December 2003Lars Björnshauge INTEGRATE - make Open Access and niche journals visible in a general portal – Search services and pages library branded The initiative back to the library Increases the library´s visibility on campus A product neutral presentation of resources Publishers + Open Archives + Open Access Journals Customization – As simple as Google!

December 2003Lars Björnshauge Basic Search Simple Search Advanced search

December 2003Lars Björnshauge

December 2003Lars Björnshauge Export till referensprogram Sökbara författarnamn Länk till fulltext Sökbara nyckelord

December 2003Lars Björnshauge Thank you for your attention!